Property & Inventory
Objective
To ensure that university assets and equipment are preserved and protected, a perpetual inventory of equipment is maintained. It is the objective of the UA equipment inventory system to provide management with accurate and up-to-date information for the purpose of managing property and to comply with federal and state requirements. Moreover, in order for the university to obtain a "clean audit opinion" from the external auditors, the property records must be reasonably accurate.
UAS has assigned Facilities Services as the Property Coordinator to accomplish the above objective. Department Property Custodians assist the Property Coordinator with all of the property assigned to their specific departments.
Department Property Custodians
- Prepare forms for property transactions including purchasing, transferring and disposal/surplus
- Coordinate with property coordinator to set up tagging of the property
- Inform the Property Coordinator when items are missing or are presumed stolen
- Assist Property Coordinator in verifying location of property during annual inventory
- Update Property Coordinator when physical location of an item is changed
Property Coordinator
- Finalize and verify forms submitted, including appropriate signatures
- Update property records in Banner
- Affix property tags to newly acquired property
- Conduct annual inventory
- Coordinate with Departmental Custodians to report and document missing items
University property is anything that is purchased by the University.
A special subsection of property is capital property. These items are purchased using a 5xxx accounting code, and can generally be defined as a singular functioning item costing $5,000 or more. Please consult the Accounting Manual, or reach out to our property coordinators if you need help determining if a purchase is a capital purchase. These items require more rigourous tracking, documentation and an annual inventory.
General Purchasing
Day to day operational purchases are managed at a departmental level and in coordination with our Procurement Officer. Property Coordinators do not collect information regarding these types of purchases
Capital Property Purchasing
*Most commonly identified as as singular functional item costing $5,000 or more, these Items are purchased using a 5xxx code, per the accounting manual*
To report capital purchases, please complete the Asset Creation form. Upon completion, it will be routed back to the property coordinator. Once all information has been gathered and the purchase is completed we will coordinate with you to get the item(s) tagged.
*Please note, vehicles require a separate process. If you are purchasing a vehicle, please refer to the vehicle tab below*
Visit UAS Development for the process of accepting gifts.
Once their process is completed, please alert Facilities if any donated item is valued at $5,000 or more, so we can coordinate proper documentation and asset creation with you.
Please use the lost/stolen form to report items that are not currently in UA possession. Once this form is completed, it is automatically routed back to Facilities.
If you have reason to believe an item was stolen, please select the stolen section, and provide as much information as you can. The University is required to file a police report on stolen property. If you have already submitted a police report, please email a copy of that to uas.facilities@alaska.edu. If you have not filed a police report, contact the Property Coordinators and we can assist you in the process.
Other missing items should be reported as unlocated. For instance, if you lose a piece of equipment out in the field, this would be the option you would select to report it. Please include any efforts you have made in finding the item. If you do not find there to be enough space on the form, please send a separate email to uas.facilities@alaska.edu.
Unlocated items remain on the inventory for 2 years. After the required time frame, and after efforts to locate the item has been exhaused, these items will be submitted to UA Statewide for write off.
Transferring property refers to movement within the University system.
General property transfers (items that fall below the capital property threshold) do not need to be reported, however movement of capital items needs to be recorded in the system.
When you have a capital property item that you are transferring please complete the transfer form.
Once the property coordinator has received a completed form (sent automatically through Docusign) we will coordinate signatures and data entry.
**Please give us as much notice as possible, as this process can take several weeks and we have limited storage to hold items**
Get the process started by completing a work order request form using the special request option
View the full work flow for getting rid of items
Depending on the course of action, you may need to complete one or both of the forms below. Please reach out to our Property Coordinators if you have any questions.
Forms
Purchasing Vehicles
If you have purchased a vehicle, please complete the specificied fields on the Vehicle Create Form. When you finish the form, it will be routed to the property coordinators for completion.
Via intercampus mail, please send Facilities, mailstop ST1, the Certificate of Origin, or signed Title, a copy of the PO or JV, and/or donation paperwork. Facilities will submit the completed vehicle creation packet to Statewide to coordinate acquiring a license plate and entering the new vehicle into the property module.
Sale/Disposal of Vehicles
If you are considering disposing of or selling a vehicle, please contact our office. We will coordinate with you to complete the vehicle Sale/Disposal Report and associated processes. Upon completion, Facilities will send the documentation to Statewide along with the license plates.
*Titles will not be released until all documentation and plates have been returned to Statewide* If a vehicle is sold the title will be issued within 10 days of the date of sale and titles will be sent to the buyer*
Property Coordinators conduct an annual inventory. This includes physically locating all capital property items and verifiying the information in the property module is correct, making corrections where necessary. While most of it is straight forward, items that have been moved, are being used out in the field, or have been improperly disposed of creates a significant increase in workload, and often delays completion of our inventory. Our hopes are that in collaboration with property custodians, we can create a smooth process for annual inventory and reduce the amount of items we have to track down and/or identify as "unlocated”.